Operational Strategy & Risk Mitigation: Adapt and Implement operational strategies and procedures to ensure efficiency and effectiveness in Inkomoko operations across the country. Contribute to the development and implementation of operational growth plans. Identify and address operational challenges and opportunities to enhance performance. Ensure compliance with organizational policies, local regulations, and international standards. Identify potential risks and develop mitigation strategies to safeguard the organization’s clients, team, assets, and reputation. Coordinate standardized operational processes across the 6 Kenyan locations to promote consistency, scalability, and knowledge sharing. Facilitate regular site visits and cross-location audits to identify location-specific challenges and integrate best practices. In collaboration with the security focal point person, develop emergency response protocols tailored to Kenya's diverse regions, including contingency planning for disruptions like supply shortages or security issues. Administration Management: Manage and oversee the daily operations and facilities across all offices in the country, including office management, logistics, and facilities development and contracting. Oversee the build of new facilities for Inkomoko’s growing operations, including site procurement, contractor management, design, etc. Implement fixes to the “Pain Points & Time Wasters” as developed in the Happiness Audit. Implement and maintain administrative systems to improve efficiency and support strategic objectives. Oversee logistics and fleet management, including vehicle maintenance, transportation scheduling, and inventory tracking to support program delivery in remote or urban sites. Manage asset registers and maintenance schedules for equipment across all locations, ensuring accountability and minimizing downtime. Procurement: Oversee the procurement processes across the country to ensure timely and cost-effective acquisition of goods and services. Develop and manage vendor relationships, negotiate contracts, and ensure compliance with procurement policies. Monitor and analyze procurement activities to ensure Inkomoko applies social procurement standards (equitable demographics, environment, social, governance) to sourcing. Integrate supply chain oversight to ensure seamless distribution of goods/services to the 6 locations, with a focus on cost efficiency and reliability in Kenya's market. Staff Supervision and Development: Lead recruitment, onboarding, and retention efforts for operations staff, ensuring diverse hiring that aligns with Inkomoko's equity goals (e.g., prioritizing refugees, women, and local talent). Ensure compliance with Kenyan employment laws, including health benefits, contracts, and dispute resolution across sites. Supervise Ops and Admin Staff in multiple offices across the country to ensure smooth and efficient office operations, and ensure compliance with organizational standards. Lead, mentor, and develop the Ops and Admin Officers and other support staff. Conduct regular performance evaluations and provide Radical Candor feedback. Identify training needs and opportunities for staff development to enhance skills. Hold regular meetings with all admin staff to ensure team cohesiveness. Budget and Financial Management: Manage operational budgets in collaboration with the finance department and managing director. Monitor expenditures and ensure adherence to budgetary constraints. Prepare and present regular reports on operational performance, budget utilization, and cost-saving initiatives. Develop and track key performance indicators (KPIs) for operational efficiency, such as cost per location or process turnaround times, and use data analytics to drive improvements.
